EV Guide for Outlook 2010

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Symantec Enterprise Vault

Guide for Microsoft Outlook 2010 Users

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Symantec Enterprise Vault: Guide for Microsoft Outlook2010 Users

Thesoftwaredescribed in this book is furnished under a license agreement and maybe used

only in accordance with the terms of the agreement.

Last updated: February 18, 2011.

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Chapter 1 Introducing Symantec Enterprise Vault. . . . . . . . . . . . . . . . . . . . . . . . . . .5

About Enterprise Vault and your Outlook mailbox.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

About Vault Cache for Outlook users.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . .6

About Virtual Vault for Outlook users.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . .7

About working offline with Enterprise Vault.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . .8

How Enterprise Vault selects items to archive.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

About the retention period for archived items... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10About Enterprise Vault and Outlook conversations.. . . . . . . . . . . . . . . . . . . . . . . . . . .10

Chapter 2 Setting up Enterprise Vault. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . .11

Installing Enterprise Vault for use with Outlook .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

About setting up Enterprise Vault in Outlook.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

Setting up your Vault Cache and Virtual Vault.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

Showing or hiding your Virtual Vault.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . .14

Turning off your Outlook AutoArchive.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . .14

Configuring your Windows Search... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . .15

Chapter 3 Enterprise Vault options and mailbox icons. . . . . . . . . . . . . . . . . .17

Enterprise Vault options and toolbar buttons.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Enterprise Vault Outlook mailbox icons.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . .20

Chapter 4 Working with archived items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . .21

Viewing your archived items... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . .21

Searching for your archived items... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . .22

Replying to and forwarding your archived items... . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

Deleting your archived items... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . .23

Canceling deletion of your archived items... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . .24

Chapter 5 Storing and restoring items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . .25

Storing your items manually.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . .25

Storing your folders manually.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . .26

Restoring your archived items... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . .26

Canceling your archiving and restore operations.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28

Contents


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Chapter 6 Managing Enterprise Vault archiving . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29

Synchronizing your Vault Cache.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . .29

Viewing and changing your Vault Cache properties.. . . . . . . . . . . . . . . . . . . . . . . . . . .32

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . 35

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Introducing SymantecEnterprise Vault

This chapter includes the following topics:

About Enterprise Vault and your Outlook mailbox

About Vault Cache for Outlook users

About Virtual Vault for Outlook users

About working offline with Enterprise Vault

How Enterprise Vault selects items to archive

About the retention period for archived items

About Enterprise Vault and Outlook conversations

About Enterprise Vault and your Outlook mailboxEnterprise Vault automatically moves emails and their attachments from the

folders in your Outlook mailbox to an online storage area that is called avault.

This process is called archiving. Enterprise Vault runs automatically and usually

performs archiving at off-peak times.

After Enterprise Vault archives emails, they remain available to you in Outlook

in the following ways:

Most administrators set up Enterprise Vault so that there is a shortcutin your

mailbox to each archived email. A shortcut replaces the email in the mailbox

folder and provides instant access to the archived email. The shortcut has the

following special icon in the Outlook item list:

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A shortcut looks like the original email and behaves in a similar way. For

example, you can open an email from its shortcut, reply to the email, and copy

or move it to another folder. Your administrator can configure Enterprise

Vault so that shortcuts expire after a certain time. An expired shortcutdisappears from the mailbox, but the archived item is still in your vault.

If your administrator has enabled it, Outlook displays your vault as aVirtual

Vaultin the Navigation Pane.

The administrator can set up Enterprise Vault so that it archives Outlook items

other than emails. If so, you may see archived Outlook calendar items, tasks,

contacts, or notes in your Virtual Vault in the appropriate folder view.

Althougharchivingis automatic, youcanchooseto store items in thevault yourself

at any time. When you store an item, Enterprise Vault adds it to your vault as an

archived item. Enterprise Vault treats the items that you have stored in the same

way as any other archived item.

You can also choose to restore archived items; that is, to move or copy archived

items back into your mailbox in their original format. You do not need to restore

archived items to open them or reply to them, or to perform other actions.

If you have access to more than one Microsoft Exchange account, note that you

canonly useEnterprise Vault actions onitems in theprimary mailbox.Theprimary

mailbox is the first Exchange mailbox that was added to your Outlook profile.

Enterprise Vault does not normally archive any information that is held in your

personal folder (PST) files on your computer. However, your administrator can

archive these items for you. Contact your administrator if you have items in anypersonal folder files that need to be archived.

About Vault Cache for Outlook usersYour administrator can make theVault Cachefeature available to you. A Vault

Cache is located on your computer, and contains copies of the items that are in

your online vault. You need a Vault Cache if you want to do the following:

Access archived items from shortcuts when you are not connected to your

corporate network. Use Virtual Vault.

Your administratorcanchoosewhetheryour Vault Cache storescomplete archived

items or partial archived items.Youcannotchangethis option. A partial archived

item includes enough information for Virtual Vault to display it in the Outlook

item list, but not the item's full content.

Introducing Symantec Enterprise VaultAbout Vault Cache for Outlook users

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If your Vault Cache stores partial archived items, Enterprise Vault retrieves the

full content from your online vault when it is required. For example, Enterprise

Vault retrieves the full content of an archived item when you open the item from

Virtual Vault.The type of VaultCache (that is, whether it stores complete archiveditems or partial archived items) affects the accessibility of archived items when

you work offline.

Enterprise Vault regularly synchronizes your online vault and your Vault Cache.

Your administrator may also let you start the synchronization process yourself.

About Virtual Vault for Outlook usersIf your administrator has enabled it,Outlook displaysyour vault in theNavigation

Pane. This feature of Enterprise Vault is calledVirtual Vault. A Virtual Vault

appears like a mailbox folder or personal folder in the Outlook Navigation Pane.Figure 1-1shows a mailbox and a Virtual Vault.

Figure 1-1 Example of a Virtual Vault

The contents of the selected vault are shown in the Outlook Navigation Pane. You

can open items in your vault and perform the normal Outlook actions on items,

such as forward, reply, move, and delete.

Introducing Symantec Enterprise VaultAbout Virtual Vault for Outlook users


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A Virtual Vault always shows you what is in your Vault Cache rather than what

is in your online vault. A Virtual Vault may not be identical to your online vault

if recent changes have not been synchronized.

Depending on how your administrator has set up Enterprise Vault, you may beable to move items into your vault for archiving. If you have permission to move

items into your vault, the Virtual Vault includes these two search folders:

Lists items that Enterprise Vault could not archive when it

synchronized your Vault Cache with the online vault that is

associated with your Outlook mailbox.

Could Not Archive

Lists items that youhavemoved or copied into your Virtual Vault

and that areawaiting archiving.Thefolderdoes notinclude items

that Enterprise Vault could not archive for any reason.

To Archive

Note the following points about Virtual Vaults:

You may be able to view the contents of shared archives, delegate archives,

and Exchange managed folders in your Virtual Vault, but you cannot modify

the contents in any of these cases.

A Virtual Vault cannot contain public folder items.

Youcannotmodify items by, forexample, changing the content or read status,

adding a flag for follow up, and so on.

You may be able to move, delete, and rename Virtual Vault folders, but only

if the folders do not exist in your mailbox.

You cannot display the properties of a Virtual Vault folder.

About working offline with Enterprise VaultWhen Enterprise Vault archives an item from your mailbox, it normally leaves a

shortcut that links directly to the archived item. Replacing items with shortcuts

saves space in your mailbox. However, if you work offline or you arenotconnected

to your corporate network, double-clicking a shortcut cannot open the item in

your online vault.A Vault Cache provides instant access to archived items, even when you work

offline or are not connected to your corporate network. After you have set up a

Vault Cache, you can retrieve archived items in the following ways:

Open the items from the corresponding shortcuts in your mailbox.

Open the items from your Virtual Vault.

Introducing Symantec Enterprise VaultAbout working offline with Enterprise Vault

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Note that your administrator may have set up your Vault Cache so that it stores

partial archived items. With this type of Vault Cache, the full content of archived

items is inaccessible when you do not have a connection to your online vault.

Another possibility is that your Vault Cache stores both partial items and the fullcontent of items that you have opened when you work online. In this case, you

can open any previously opened items, even when there is no connection to your

online vault.

If you have access to Archive Explorer when you work offline, it provides another

way to access archived items in your Vault Cache.

Whenyouwork offline, youcannotperform the followingactionsusing Enterprise

Vault buttons or commands:

Store items in a vault.

Restore items from Enterprise Vault shortcuts.

Delete items from a vault.

However, you can use your Virtual Vault to store, restore, and delete items. These

actions take effect in the online vault after the next synchronization.

How Enterprise Vault selects items to archiveEnterprise Vault selects items to archive from your mailbox in one or both of the

following ways:

Age of item. Enterprise Vault archives items automatically as soon as they

reach the specified age.

The age of a mail message is taken from the date you received it or sent it. The

age of a document is taken from the date when it was last modified.

Mailbox size. Enterprise Vault archives the oldest items in your mailbox until

the mailbox contains a certain percentage of free space.

When both of these strategies apply, Enterprise Vault performs age-based

archivingfirst. If age-based archivingdoes notfree enoughspace in your mailbox,

Enterprise Vault archives more items until the required percentage of space is

free.

Archiving by age and archiving by percentage of mailbox size limit are the main

strategies for selection of items to archive. The administrator may also have

configured Enterprise Vault so that it archives large items first. Archiving large

items first operates in addition to the main archiving strategy. Archiving large

items first has the advantage that mailbox space is recovered by archiving

relatively few items.

Introducing Symantec Enterprise VaultHow Enterprise Vault selects items to archive


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The archiving strategy is entirely under the control of the administrator. You

cannot view or change the archiving strategy.

About the retention period for archived itemsWhen Enterprise Vault archives an item, it automatically assigns aretention

categoryto the item. The retention category specifies how long to keep the item.

Your administrator can set up different retention categories for different types

of data, such as Business or Legal. As Enterprise Vault monitors the vaults, it can

then delete any item whose retention period has elapsed.

Retention categories are entirely under the control of the administrator. You

cannot view or change retention categories.

About Enterprise Vault and Outlook conversationsYou can perform Enterprise Vault actions on items that are arranged as Outlook

conversations. The actions operate in the same way as in the normal folder view.

You have to select items within the conversation to perform Enterprise Vault

actions on them, rather than selecting only the conversation header.

Outlook conversations can include unarchiveditems,Enterprise Vaultshortcuts,

and archived items that are in Virtual Vault.

You might select items from one or more conversations and then choose an

Enterprise Vault action that cannot be performed on some of the items. In thiscase, Enterprise Vault does the following:

It performs the action on the items for which it is possible.

It displays a dialog box that lists the items for which the action was

unsuccessful and gives the reasons.

For example, you might select the following and try to store them in Enterprise

Vault:

Some unarchived items that are in your Inbox

Some unarchived items that are in Personal Folders Some items that are already in Virtual Vault

Enterprise Vault stores the unarchived items, and lists the Personal Folder items

and the items that are already archived.

Introducing Symantec Enterprise VaultAbout the retention period for archived items

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Setting up Enterprise Vault


Installing Enterprise Vault for use with Outlook

About setting up Enterprise Vault in Outlook

Setting up your Vault Cache and Virtual Vault

Showing or hiding your Virtual Vault

Turning off your Outlook AutoArchive

Configuring your Windows Search

Installing Enterprise Vault for use with OutlookTo install Enterprise Vault, runtheinstallationfrom thefile Symantec Enterprise

Vault HTTP-Only Outlook Add-in-en.msi.

To install Enterprise Vault

1 Exit Outlook.

2 Double-clickSymantec Enterprise Vault HTTP-Only Outlook

Add-in-en.msi.

3 Follow the instructions on your screen.4 Restart Outlook.

5 Turn off the AutoArchive facility in Outlook.

See Turning off your Outlook AutoArchiveon page 14.

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About setting up Enterprise Vault in OutlookAfter Enterprise Vault is installed, it is immediately ready to use. However, if you

want to use Vault Cache and Virtual Vault, you may need to do some furthersetting up.

If you can see your Virtual Vault in the Outlook Navigation Pane, you do not need

to set up either the Virtual Vault or a Vault Cache. If a Virtual Vault does not exist,

but your administrator has configured Enterprise Vault to let you use it, all you

need to do is set up a Vault Cache.

See Installing Enterprise Vault for use with Outlook on page 11.

Setting up your Vault Cache and Virtual VaultIf a Vault Cache is not already set up, you can run the Vault Cache wizard. The

wizard may start automatically when you open Outlook. If the wizard does not

start automatically, follow the procedure below.

You need to run the wizard once only. The wizard sets up your Vault Cache, and

starts synchronization forthe first time. Synchronization is theprocess thatkeeps

your Vault Cache up to date with your online vault.

You do not need to perform any further setup for Virtual Vault. When the first

synchronization is complete, your Virtual Vault normally appears in the Outlook

Navigation Pane. If it does not appear, you can choose an option to display it.

See Showing or hiding your Virtual Vaulton page 14.

Setting up Enterprise VaultAbout setting up Enterprise Vault in Outlook

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To set up a Vault Cache

1 Click the File tab and then click EnterpriseVault.

2 Click EnableVaultCache.

The Vault Cache wizard appears.

3 On the first page of the Vault Cache wizard, selectSetupVault Cache, and

then clickNext.

4 If the next page includes theApplyage limit option, choose the maximum

age of archived items to download automatically to your Vault Cache. Thispage appears only if your administrator has configured certain Enterprise

Vault options.

To apply an age limit, follow these steps:

CheckApplyage limit.

Enter a value for the maximum age of archived items to download

automatically to your Vault Cache.

ClickNext.

If you do not want to apply an age limit, uncheck Applyage limit.

5 On the final page, click Finish to start synchronization.


Setting up Enterprise VaultSetting up your Vault Cache and Virtual Vault


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Showing or hiding your Virtual VaultYour Virtual Vault normally appears automatically in the Outlook Navigation

Pane after your Vault Cache has been set up. However, in some circumstances,you may need to take the following steps to make it visible.

To show or hide your Virtual Vault


2 Click ConfigureVaultCache.

3 On theVirtualVault tab, check or uncheck your vault name to show or hide

it in the Outlook Navigation Pane.

4 Click OK.

You can also hide your Virtual Vault by right-clicking it in the Outlook

Navigation Pane and then clicking Close "Vault - name".


Turning off your Outlook AutoArchiveOutlook AutoArchive is different from Enterprise Vault archiving. AutoArchive

archives items to a personal folder (PST) file. Enterprise Vault archives items to

a vault on your network. The archived items can be safely backed up, and you can

Setting up Enterprise VaultShowing or hiding your Virtual Vault

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view, search for, or restore them. Now that you use Enterprise Vault to archive

items from your mailbox, we recommend that you turn off AutoArchive.

To turn off Outlook AutoArchive

1 Click the File tab and then click Options.

2 ClickAdvanced.

3 Under AutoArchive, clickAutoArchive Settings.

4 Uncheck RunAutoArchive everyndays.

5 Click OK.

6 To return to the previous view, close the OutlookOptions dialog box.


Configuring your Windows SearchFollow the steps below to determine whether your administrator has set up

Enterprise Vault so that Windows Search is enabled automatically for use with

your Vault Cache and Virtual Vault. You can also use this procedure to configure

Windows Search, if required.

To check the Windows Search options

1 In Outlook, open the Indexing Options dialog box. How you open this dialog

box depends on which version of Windows you use. For example:

In Windows XP, right-click theWindowsSearch icon in the Windows

taskbar, and then clickWindowsSearchOptions.

In Windows 7,clickStart>ControlPanel. Inthe searchbox,type indexing

options, and then click IndexingOptions.

2 In the Indexing Options dialog box, clickModify.

The Indexed Locations dialog box appears. (The following figure shows the

Windows XP version of the dialog box.)

Setting up Enterprise VaultConfiguring your Windows Search


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Virtual Vault

Vault Cache

3 In theChange selected locations list, ensure that the entry for your Virtual

Vault is selected. In addition, if the Symantec Vault Cache location appearsin the list, ensure that it is selected.

4 Click OK.

5 Close the Indexing Options dialog box.

When your computer is idle, Windows Search updates its index to include the

items in your Vault Cache.


Setting up Enterprise VaultConfiguring your Windows Search

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Enterprise Vault optionsand mailbox icons


Enterprise Vault options and toolbar buttons

Enterprise Vault Outlook mailbox icons

Enterprise Vault options and toolbar buttonsDepending on how your administrator has set up Enterprise Vault, a number of

buttons may be available on the Enterprise Vault tab on the Microsoft Outlook

ribbon.

Figure 3-1 Enterprise Vault tab

TheOther groupmay include a More Actions button. Your administratorcan placeEnterprise Vault options as commands on the More Actions menu, rather than

directly as buttons on the Enterprise Vault tab. The following example shows the

Cancel Operation command on the More Actions menu.

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Figure 3-2 More Actions menu

Table 3-1 lists all the options that may be on the Enterprise Vault tab or the More

Actionsmenu. Some optionshavelongernames when theyare ontheMoreActions

menu. The longer names are shown in brackets in this table. For example, the

Store option appears on the More Actions menu as Store in Vault.

Table 3-1 Options on the Enterprise Vault tab or More Actions menu

DescriptionIconOption

Search for archived items in the available vaults.

See Searching for your archived items

on page 22.

If the Search Vaults button is on the Enterprise

Vault tab, it also appears on the Outlook Search

tab.

Search Vaults

Display a tree view of the items in your vault.

If theArchive Explorer buttonis on theEnterprise

Vault tab, it also appears on the Outlook Search

tab.

Archive Explorer

Archive the selected items.

You can only use this option on items in the

mailbox, and not on items in Virtual Vault.

See Storing your items manuallyon page 25.

Store (Store in Vault)

Restore the items that are associated with the

selected Enterprise Vault shortcuts.

You can only use this option on items in themailbox, and not on items in Virtual Vault.

See Restoring your archived itemson page 26.

Restore (RestorefromVault)

Delete archived items.



See Deleting your archived itemson page 23.

Delete (Delete from Vault)

Enterprise Vault options and mailbox iconsEnterprise Vault options and toolbar buttons

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Table 3-1 Options on the Enterprise Vault tab or More Actions menu

(continued)

DescriptionIconOption

Cancel the Enterprise Vault operation that is

currently in progress. You can cancel the

following operations:

Delete (Delete from Vault)

Store (Store in Vault)

Restore (Restore from Vault)



See Canceling deletion of your archived items

on page 24.

See Canceling your archiving and restore

operationson page 28.

Cancel (Cancel Operation)

Synchronize your Vault Cache with your online

vault.

SeeSynchronizing yourVaultCacheonpage29.

Synchronize (Synchronize

Vault Cache)

Display a menu containing one or more further

Enterprise Vault commands.

Your Enterprise Vault administrator controlswhether options appear as buttons on the

Enterprise Vault tabor as commands ontheMore

Actions menu.

More Actions

Enterprise Vault adds its own page to the Outlook Backstage view. (The Backstage

view is displayed when you click the Outlook File tab.) The Enterprise Vault page

includes system information, and may include more Enterprise Vault buttons.

Table 3-2lists the Enterprise Vault buttons that may be on the Enterprise Vault

page in the Backstage view.

Table 3-2 Enterprise Vault buttons in the Backstage view

DescriptionIconButton

Run the Vault Cache wizard.

See Setting up your Vault Cache and

Virtual Vaulton page 12.

Enable Vault Cache

Enterprise Vault options and mailbox iconsEnterprise Vault options and toolbar buttons


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Table 3-2 Enterprise Vault buttons in the Backstage view(continued)

DescriptionIconButton

Openthe Vault Cache Properties dialogbox.

See Viewing and changing your Vault

Cache propertieson page 32.

Configure Vault Cache

List theitems thatEnterpriseVault will

delete from your vault because their

retention period is about to end. If

necessary, you can restore selected

items to your mailbox.

Expiry Report

Enterprise Vault Outlook mailbox iconsThe items in your Outlook mailbox may be marked with the following icons.

Table 3-3 Enterprise Vault mailbox icons

DescriptionIcon

Shortcut to archived item. You can double-click the shortcut to view the contents

of the original item. You can forward or reply to the item, and perform other

actions available in Outlook. Or you can select the shortcut and then restore the

item to your mailbox.

Pending archive. Enterprise Vault has marked the item for storage in a vault.

Pending restore. You have chosen to restore the item from your vault.

A restored item is the same as it was before it was archived. It has its original icon.

A copy of the item remains in the vault.

Pending deletion. You have chosen to delete the item from your vault. Enterprise

Vault also deletes the shortcut from your mailbox.

Enterprise Vault options and mailbox iconsEnterprise Vault Outlook mailbox icons

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Working with archiveditems


Viewing your archived items

Searching for your archived items

Replying to and forwarding your archived items

Deleting your archived items

Canceling deletion of your archived items

Viewing your archived itemsWhen Enterprise Vault archives an item, it may leave a shortcut in your mailbox.

The shortcut is a direct link to the archived item.

If the item is not immediately available, Enterprise Vault shows the shortcut

contents instead. You can then choose to restore the item to your mailbox.

You can also view archived items that are in your Virtual Vault.

To view an archived item

1 Select the shortcut to the item, or select the item in your Virtual Vault.

2 Use any of the normal Outlook actions to open the item.

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Searching for your archived itemsAfter Enterprise Vault has archived an email or another Outlook item, you can

find the item with Outlook Instant Search. Instant Search finds both archiveditems in your Virtual Vault and shortcuts in your mailbox.

If there is no shortcut to the archived item and you cannot find the item in Virtual

Vault, you can use the Enterprise Vault Search Vaults feature.

To search for archived items with Search Vaults

1 On the EnterpriseVault tab, in the Search group or on theMoreActions

menu, click SearchVaults. Or click in the Outlook Instant Search box and

then on the Search tab, in the EnterpriseVaultgroup, click SearchVaults.

2 If Enterprise Vault prompts you for your logon details, type them and then

clickOK.

If the logon dialog box does not have a separateDomain field, you must type

your user name in the formdomain_name\user_name.

3 Enter the search criteria, and then start the search.

4 If required, restore one or more items to the Restored Items folder in your

mailbox. The Restored Items folder is an Enterprise Vault folder that is

automatically created when you first restore items.

For more information on how to use the search facilities, see the online Help

that accompanies them.

Replying to and forwarding your archived itemsYou can reply to or forward an archived item from its shortcut, or from your

Virtual Vault. Outlook opens the item in its original form, exactly as it does when

you reply to or forward any other item.

To reply to an archived item



2 Use any of the normal Outlook actions to reply to the item.

Working with archived itemsSearching for your archived items

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To forward an archived item


Note:You cannot use shortcuts to forward two or more archived items in

their original form. If you select multiple shortcuts to forward, Enterprise

Vault attaches the actual shortcuts to the forwarding email. To forward

multiple archived items in their original form,select theitems in your Virtual

Vault. Alternatively, restore the archived items to your mailbox before you

forward them.


2 Use any of the normal Outlook actions to forward the item.

Deleting your archived itemsIf your Enterprise Vault administrator has enabled you to delete items from a

vault, you can do so in the following ways. You can also delete archived items

from within Enterprise Vault search applications.

You can only delete a folder from Virtual Vault if the folder does not exist in your

mailbox.

To use shortcuts to delete archived items

1 Select the shortcuts to the archived items that you want to delete.

You can include any items that are not shortcuts. Enterprise Vault ignores

such items.

2 On the EnterpriseVault tab, in the Actions group, click Delete. Or on the

MoreActionsmenu, click Delete fromVault.

3 Click Yes to confirm that you want to delete both the shortcuts and the

archived items.

The icons next to the items change to indicate a status of pending deletion.

Working with archived itemsDeleting your archived items


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To delete an item that you have opened from a shortcut

1 On theMessage tab of the opened item's window, in the Delete group, click

Delete.

2 Click Yes to confirm that you want to delete the item.

3 If a further prompt appears, choose to delete the shortcut only or both the

shortcut and the archived item.

If you delete the shortcut only, the item remains in your online vault and you

can still retrieve the item from your Virtual Vault.

To delete items from a Virtual Vault

1 In a Virtual Vault folder, select the items that you want to delete.

2 On theHome tab, in the Delete group, click Delete. Or on the right-click

menu, click Delete.

To delete a folder from a Virtual Vault

1 In your Virtual Vault, select the folder that you want to delete.

2 On the right-click menu, clickDeleteFolder.

3 In the prompt window that appears, clickYes to confirm the deletion or No

to cancel it.

See About Enterprise Vault and Outlook conversationson page 10.

Canceling deletion of your archived itemsIf an item has a status of pending deletion, you may be able to stop Enterprise

Vault completing the operation.

To cancel deletion of an archived item

1 Select the items for which you want to cancel deletion.

Youcaninclude anyitems that Enterprise Vault is notprocessing. Enterprise

Vault ignores such items.

2 On the EnterpriseVault tab, in the Actions group, click Cancel. Or on the

MoreActionsmenu, click Cancel Operation.

Working with archived itemsCanceling deletion of your archived items

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Storing and restoring items


Storing your items manually

Storing your folders manually

Restoring your archived items

Canceling your archiving and restore operations

Storing your items manuallyEnterprise Vault performs automatic archiving in the background, and does not

require any action from you. However, there may be occasions when you want tostore one or more items in your vault manually. You can store items manually if

your administrator has set up Enterprise Vault to permit it.

You can use an option on the Enterprise Vault tab in Outlook to store items. You

can also move or copy items to your Virtual Vault to store them. If you store an

item by moving or copying it into your Virtual Vault, you cannot cancel the

archiving operation.

To store items from an Exchange managed folder, you must use the Enterprise

Vault option. You can only store these items if your administrator has enabled

archivingof Exchange managedfolders. Note that you cannot modify thecontents

of Exchange managed folders in your Virtual Vault.

To store items using an Enterprise Vault option

1 In your mailbox, select one or more items to store.

2 On the EnterpriseVault tab, in the Actions group, click Store. Or on the

MoreActionsmenu, click Store inVault.

3 Click OK to confirm that you want to store the items.

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To store items using Virtual Vault

1 Select one or more items to store.

2 Use any of the normal Outlook actions to move or copy the items into your

Virtual Vault.

For example, you can store the items in the following ways:

To move the items, drag them into the Virtual Vault folder where you

want to store them. Or right-click them, and then clickMove and select

a Virtual Vault folder.

To copy the items, hold down Ctrl and drag them into the Virtual Vault

folder where you want to store them.


Storing your folders manuallyEnterprise Vault performs automatic archiving in the background, and does not

require any action from you. However, there may be occasions when you want to

store a complete folder in your vault manually. You can select the entire contents

of the folder and store the items manually. Alternatively, you can store a folder

if your administrator has set up Enterprise Vault to permit it. You cannot store a

complete mailbox.

You can use the following procedure if you have Virtual Vault enabled.

To store a folder

1 Select a folder to store.

2 Use any of the normal Outlook actions to move or copy the folder into your

Virtual Vault.

For example, you can store the folder in the following ways:

To move the folder, right-click it. Then clickMove Folder and select a

Virtual Vault folder in the Move Folder dialog box.

To copy the folder, right-click it. Then clickCopyFolder and select a

Virtual Vault folder in the Copy Folder dialog box.

See About Virtual Vault for Outlook userson page 7.

Restoring your archived itemsYou do not normally need to restore archived items to your mailbox, as you can

view them easily from their shortcuts or from Virtual Vault. If you do restore

Storing and restoring itemsStoring your folders manually

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items, they are restored in their original format. For example, if a restored item

is a mail message, you can still reply as normal.

You can restore archived items in either of the following ways:

By using their shortcuts. Items that you restore from shortcuts are always

restored to the current folder (where the shortcuts are).

By using the normal Outlook actions to copy or move the items from your

Virtual Vault to your mailbox.

If you want to restore items to a public folder, you must have Owner access to the

folder. If you do not have Owner access, you can copy a shortcut from a public

folder to your mailbox. Then you can restore the item to your mailbox.

Enterprise Vault may take some time to restore any items that are stored offline.

To restore archived items from shortcuts1 If the shortcuts are in a public folder or a PST file, copy them to a folder in

your mailbox.

2 In your mailbox, select shortcuts to items that you want to restore. Use the

normal Outlook selection to select single or multiple shortcuts. You can

include anyitems that arenot shortcuts.Enterprise Vault ignores such items.

3 On the EnterpriseVault tab, in the Actions group, click Restore. Or on the

MoreActionsmenu, click Restore fromVault.

4 Click OK to confirm that you want to restore the items. The original items

are restored to your mailbox.To restore archived items from a Virtual Vault

1 In your Virtual Vault, selectthe items that you want to restore. Use the normal

Outlook selection to select single or multiple items.

2 Use any of the normal Outlook actions to move or copy the items into your

mailbox.

For example, you can restore the items in the following ways:

To move the items, drag them into the mailbox folder where you want to

restorethem. Or right-click them, andthenclickMovetoFolder andselect

a mailbox folder in the Move Items dialog box.

To copy the items, hold down Ctrl and drag them into the mailbox folder

where you want to restore them.


Storing and restoring itemsRestoring your archived items


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Canceling your archiving and restore operationsIf an item in your mailbox has a status of pending archive or pending restore, you

may be able to stop Enterprise Vault from completing the operation.You do not normally need to cancel archiving and restore operations. If you want

to open an item that has a status of pending archive or pending restore, you can

double-click it.

You cannot cancel archiving and restore operations on items in your Virtual Vault.

To cancel archiving and restore operations

1 Select the items for which you want to cancel the operation.

Youcaninclude anyitems that Enterprise Vault is notprocessing. Enterprise

Vault ignores such items.

2 On the EnterpriseVault tab, in the Actions group, click Cancel. Or on the

MoreActionsmenu, click Cancel Operation.

Storing and restoring itemsCanceling your archiving and restore operations

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Managing Enterprise Vaultarchiving


Synchronizing your Vault Cache

Viewing and changing your Vault Cache properties

Synchronizing your Vault CacheEnterprise Vault keeps your Vault Cache up to date by synchronizing it with the

online vault that is associated with your Outlook mailbox.

The administrator may also have configured Enterprise Vault so that you can do

the following:

Synchronize the Vault Cache yourself at any time.

Suspend synchronization. When you suspend synchronization, any current

synchronization process stops and Enterprise Vault does not perform any

further updates to your Vault Cache.

Note: Synchronization remains suspendedeven if youstop andrestart Outlook,

until you choose to resume synchronization.

Synchronize your Vault Cache with additional vaults to which you have access.

Enterprise Vault automatically determines which itemsto download to your Vault

Cache.

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To synchronize your Vault Cache

On the EnterpriseVault tab, in the VaultCache group, click Synchronize.

Or on theMoreActionsmenu, click SynchronizeVaultCache.

The Vault Cache Synchronization dialog box appears.

The Vault Cache Synchronization dialog box provides summary information

about the synchronization process. You can close the dialog box while

synchronization is in progress, and continue to work with Outlook.

Managing Enterprise Vault archivingSynchronizing your Vault Cache

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To suspend or resume synchronization



The Vault Cache Properties dialog box appears.

3 In the Vault Cache Properties dialog box, on the Status tab, clickSuspend or

Resume.

To choose additional vaults to synchronize with



Managing Enterprise Vault archivingSynchronizing your Vault Cache


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3 In the Vault Cache Properties dialog box, click the Vaults tab.

If there is no Vaults tab, the administrator has not enabled this feature.

4 To choose an additional vault, check the box next to its name.

5 Click OK.

The additional vault appears in your Virtual Vault after the synchronization

process has ended.

Viewing and changing your Vault Cache propertiesThe Vault Cache Properties dialog box can contain up to five tabbed pages. The

administrator controls which tabs are included in the dialog box.

If the appropriate tabs are available, the Vault Cache Properties dialog box lets

you do the following:

Suspend or resume synchronization.

Start synchronization.

View synchronization progress.

Set the disk space to use for the content of items in your Vault Cache.

Set the amount of time after Outlook starts before Enterprise Vault checks for

items to be synchronized to your Vault Cache.

Managing Enterprise Vault archivingViewing and changing your Vault Cache properties

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Choose vaults to synchronize with your Vault Cache, in addition to the main

vault that is associated with your mailbox.

Select the vaults that you want to see as Virtual Vaults in the Outlook

Navigation Pane.

To view and change Vault Cache properties



The Vault Cache Properties dialog box contains one or more tabs. For

information about the currently selected tab, click Help in the Vault Cache

Properties dialog box.



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34


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A

Age of archived item 910

Archiving

canceling 28

manual 2526

Archiving strategy 9

AutoArchive

turning off 15

B

Backstage view 1920

C

Canceling an Enterprise Vault operation 28

canceling an Enterprise Vault operation 24

Conversation view 10

D

Deleting items from a vault 23

F

Finding archived items 22

Folders

archiving from Exchange Managed Folders 25

storing manually 26

Forwarding archived items 22

I

Icons 20

Installing Enterprise Vault 11

Introduction 5Items

canceling archiving and restore operations 28

finding 22

storing manually 25

viewing from shortcut 21

viewing from Virtual Vault 21

items

canceling deletion 24

M

Mailbox

icons 20

Managed folders 25

Manual storing 26

P

Pending archive 20, 28

Pending deletion 20

pending deletion 24

Pending restore 20, 28

PST files 6, 27

R

Replying to archived items 22

Restoring items

from shortcuts 27

from Virtual Vault 27

Retention categories 10

Retention period 10

S

Shortcuts

deleting items 23

overview 5

replying and forwarding 22

restoring items 27

viewing items 21

Storing items 25

Synchronizing a Vault Cache 29

V

Vault Cache 6, 8

configuring Windows Search 15

properties 32

setting up 12synchronizing 29

Vaults

deleting items 23

finding items 22

Index


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Vaults (continued)

storing items 2526

Vault Cache 6, 8, 12, 15, 29, 32

Viewing archived items 21

Virtual Vault 67configuring Windows Search 15

deleting items 23

finding items 22

hiding or showing 14

replying and forwarding 22

restoring items 27

setting up 12

viewing items 21

W

Windows Search 15Working offline 6, 8

Index36

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EV Guide for Outlook 2010

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